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Process Note Library Onboarding

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY Onboarding Process Version Number 1.0 Section Onboarding Date of implementation Date of Last Review Process Scope This process note will show the process that the KYC team follows when a new onboarding request is received. Process Steps 1. When an onboarding request is received, an email will be received in the onboarding mailbox. 2. Create a folder on your desktop using the ‘Client’ name from the email (In this case, the folder would be named ‘Etsu Limited’). Create a Subfolder in this folder with the site name, which in this case would be ‘Etsu Japanese Restaurant’). This folder will be moved to the XDrive as well as the DNA Sharepoint, and then deleted off the desktop at the end of the onboarding process.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 3. Once you see the request, open the VMS portal (refer to ‘Logging into the VMS Portal’ process note), and select Onboarding 4. Select ‘KYC pending’ under statuses, and then select ‘Search’ 5. Here you will see the request with the same name as on the email that was received, as well as all other onboarding requests recieved. 6. Once you have located the request, select the gear icon, and then select ‘KYC’

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 7. This screen will then open. This screen is where we will compare the information on the onboarding form to what is on the portal. Firstly, we need to download the VMS form, Bank Statement, Passports, and any other documentation. Select the document under ‘VMS Onboarding form’. This should download it immediately. 8. Save the downloaded Excel into the folder on your desktop. 9. Next, select the document under Bank Statement.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 10. This sceen should then open. Select the icon as highlighted below to download it. Alternatively use the download button 11. Save this into the same folder on your dektop. 12. Download the directors/shareholders passports and save these into the same folder. These are used for Proof of Identity (POA). If there are many directors/shareholder, it might be useful to create a sub folder called ‘Passports’ and save them in there.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 13. If there is a MOTO document (as seen below), download it and save it in the folder. Check that the moto document has been signed, and that MOTO has been enabled for the site (as seen below). *NB* If MOTO has been enabled on the site, and no MOTO document has been provided, fail the case and request this document.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 14. Open the onboarding form and the bank statement. You want to ensure that the VMS onboarding form is completed correctly, and that the bank details on the form are the same as on the bank statement. (Bank statements must not be older than 3 months). 15. Lastly, Open each of the directors passports and check that the information on their passports matches with what has been provided on the onboarding form and on the Portal. 16. Once this has been all been done, compare the information on the Onboarding form to the information on the VMS portal. These details should always match but can sometimes have erros as they are entered manually. If there are any errors, select ‘KYC Failed’ in the drop down menu as seen below, and leave a comment with what is wrong and what needs to be fixed in the comment box as seen below. It is always good to check everything before going back to the resseler in order to avoid multiple failures.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 17. Once this is done, and everything matches, we are ready to begin the KYC checks. Open Creditsafe (Refer to ‘Logging into Creditsafe’ process note) . You should see the below screen. Selet ‘Go to Advanced Search’. 18. Here, enter the company name and their postcode (this can be found on the VMS form or on the Portal). Select search. 19. After this, you will see the company appear under ‘United Kingdom (Limited)’. Click on their name.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 20. This is the first screen that we will download as the first KYC check (Known as Company Info). Select ‘more actions’ and ‘Save/print PDF’. 21. On this screen, you want to ensure that the risk score is not below 30 (which in this case it is), and that the International score, etc are not showing as red. (If is it below 30, or red, will need to inform the reseller of this and ask if they are happy to proceed with this onboarding using the comment box as mentioned above). 22. This screen will pop up. Select ‘Full Report’ and then ‘Download PDF’. 23. Save this report into the same folder on your desktop.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 24. For the 2nd check (Compliance Check), you want to select ‘Compliance’ and then ‘Compliance Check’. This should open in a new tab. 25. Here you want to select business at the top, and then enter the company information which can be found on the VMS form or the VMS portal. It is important to leave country as all as you want the check to do a worldwide search. Selet ‘Select All’ on the right and then select ‘Search’

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 26. This screen will then open, select ‘Export to PDF’ and then ‘Export’

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 27. This should then open in a new tab. On this screen, you want to ensure Santion, Law Enoforcement, etc as highlighted below, all state true. You also want to check that the business name and address that you are perfoming the check on DOES NOT appear in this list. Once you are satisfied, select the download icon. 28. Save this into the same folder on your desktop. 29. For the 3rd check, go back to Creditsafe and select ‘Compliane’ and then ‘AML Check’

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 30. This screen will open. Ensure that AML is selected at the top, and then enter the information of a director/person of significant control. (For address, enter the post code, and it should pop up a drop down menu where you can select their address – if this does not work, select ‘Enter your address manually’ and enter it manually. Once you have enterered all of their details, select ‘Validate’. 31. The below screen will open. Here you want to esure that is says pass, and that all the fields say ‘No Match’. If anything says match, expand that section and check that the name does not match the directors name.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 32. Select ‘More Actions’ and ‘Save/print PDF’ 33. The below screen will open. Select ‘Full Report’ and ‘Download PDF’. Save this into the folder on your desktop. 34. Repeat these steps for all directors/shareholder.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 35. The third check that we need to complete is the Bank Verification check. Go back to Creditsafe and select ‘Bank Verification’ and then ‘Commercial Bank Verification’. 36. The below screen will appear. Here you want to enter the company name and their post code again. Click Search, and then click on the companies name.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 37. The below screen will open. Here you want to insert the sort code, and bank account number from the bank statement. (Inlcude IBAN number if it is an international company). Then select ‘Verify’. 38. You want to ensure that the Verification Result doesn not say ‘no match’ in red (Preferably you want this to say ‘Match’, but if it says ‘No Data’, it is acceptable). You also want to ensure that the Validation Result does say ‘Match’ for Account Number & Sort Code (and IBAN if this is being checked). 39. Select ‘More Actions’, and then ‘Save/Print PDF’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 40. The below screen will pop up. Select ‘Download PDF’, and save this file into the folder on your desktop. 41. Now, we need to upload these documents onto the VMS portal. We will upload them under ‘KYC Specific Documention’

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 42. Firstly, enter the description of the document. This will be the first check that we perfomed (Company Information). Select ‘choose file’ and select this file from the folder on your desktop. Then Select Save 43. Repeat this for the 2nd check (Compliance Check), and select ‘Save’.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 44. Repeat this for the 3rd check (AML Check), and click save. Do this for each of the directors/shareholder. 45. Repeat this again for the 4th check (Bank Verification), and click save

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 46. Now that we have uploaded the checks to the portal, we can send this back to the reseller for them to obtain the signed MSA form. Select ‘KYC Pass – Signed MSA Required’ and add the comment ‘This has passed KYC – Signed MSA is now required’. Hit save. IMPORTANT!! Click on the bell icon next the comment you have just saved. This will send an automated email to the reseller notifying them.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 47. Once the reseller has uploaded the signed MSA to the portal, we will receive another email stating that it has been uploaded. 48. We will then go back to the portal, and download the signed MSA document. It will be under the VMS order form on the portal, as seen below. 49. Open the document, and select on the icon highlighted below to download it. Alternatively, select the download button. Save this into the folder on your desktop. 50. It is important to check that this document has been signed, and that demographic data and POI and POA has been provided for the person who signed (this could be one of diretors or shareholders, in which case we would already have their POI and POA). 51. Once this is done, we can pass the case by selecting ‘KYC Passed’, and adding the comment ‘This has passed KYC’, then hit save.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 52. Lastly, as stated at the beginning, we need to file the folder on the desktop to the Xdrive and in the DNA Sharepoint. For the Xdrive, Head to the below file location. We want to drag and drop the folder from the desktop into ‘KYC – Actoned’. 53. Once this is done, head to the below link: (if you do not have access, speak to your manager about requesting access to this) https://cr7servicesltd.sharepoint.com/sites/VestaApplications/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FVestaApplications%2FShared%20Documents%2FVMS%20merchants&viewid=88b1adce%2Dfb66%2D495f%2Db550%2Db68b59013802&noAuthRedirect=1 The below screen will appear. Here you want to drag the folder from you desktop and drop in into ‘VMS Merchants’. 54. Once you have you confirmed that the folder is in the Xdrive and the DNA Sharepoint, you can delete the folder from your desktop.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: DD-MMM-YY 55. For the final step, file the email from the mailbox to the folder called ‘Actioned’ in the Onboarding mailbox under ‘inbox’. Tips, Tricks and Troubleshooting Refer to Process note ‘Logging into Creditsafe’ for instructions on how to log into Creditsafe. Refer to Process note ‘Logging into the VMS Portal’ for instructions on hot to log into the VMS portal Depending on what type of company is being onboarded, the requirements may change. Check in the below location on the XDrive for the most recent requirements for each company type. It is important to note that I have created this process note working in Chrome. There might be a few differences if using Microsoft Edge.